Nevada Health Link State Based Exchange Platform€¦ · one CEC to another within the...

State of Nevada

Silver State Health Insurance Exchange

2310 S. Carson St. #2

Carson City, NV 89701

Nevada Health Link State Based Exchange Platform

Entity User Reference Manual

October 31, 2019

Version 1.0

October, 2019 v1.0 Entity User Reference Manual of 46

Table of Contents

1. Overview ........................................................................................................................................... 4

2. Home Page ........................................................................................................................................ 4

2.1 Add Certified Enrollment Counselor ......................................................................................... 4

2.1.1 Add new Certified Enrollment Counselor ......................................................................... 4

2.2 View and Search for Certified Enrollment Counselors .............................................................. 6

2.3 Edit Certified Enrollment Counselor (CEC) Information ........................................................... 8

2.3.1 Add or update Certified Enrollment Counselor information ............................................ 8

2.3.2 View Certified Enrollment Counselor profile .................................................................. 10

2.3.3 Update Certified Enrollment Counselor activity status .................................................. 11

3. Certified Enrollment Counselors ..................................................................................................... 12

3.1 Manage Enrollment Counselors .............................................................................................. 12

4. Delegations ..................................................................................................................................... 12

4.1 Pending Delegation Requests (New Designation Request) .................................................... 12

4.1.1 View and search for pending delegation requests ......................................................... 13

4.1.2 Accept or decline individual delegation request ............................................................ 13

4.2 Active Consumers (Existing Designations) .............................................................................. 14

4.2.1 View and search for active designations......................................................................... 14

4.2.2 Change consumer delegation from one CEC to another CEC ......................................... 15

4.2.3 Change multiple consumer delegations from one CEC to another CEC ......................... 17

4.2.4 Perform actions on consumer profile ............................................................................. 19

4.2.4.1 View individual summary ............................................................................................ 19

4.2.4.2 Provide comments on individual profile ..................................................................... 20

4.2.4.3 Update comments on individual profile ..................................................................... 23

4.2.4.4 Delete a comment on individual profile ..................................................................... 24

4.2.5 Mark an individual as inactive ......................................................................................... 25

4.3 Inactive Consumers (Undesignated Consumers) .................................................................... 27

4.3.1 View and search for inactive consumers ........................................................................ 27

5. Account ........................................................................................................................................... 28

5.1 Entity Information ................................................................................................................... 28

5.1.1 Edit entity information .................................................................................................... 28

5.2 Populations Served ................................................................................................................. 29

5.2.1 Edit populations served information .............................................................................. 29


5.3 Location and Hours ................................................................................................................. 31

5.3.1 Edit Primary Site information.......................................................................................... 31

5.3.2 Edit Sub-Site information ................................................................................................ 33

5.3.3 Add sub-site information ................................................................................................ 36

5.4 Contact Information ................................................................................................................ 38

5.4.1 Add or update primary contact and financial contact information ................................ 38

5.5 Enrollment Counselors ............................................................................................................ 40

5.5.1 Add Certified Enrollment Counselors.............................................................................. 40

5.5.2 Add or update Certified Enrollment Counselors information......................................... 42

5.6 Document Upload ................................................................................................................... 44

5.7 Payment Information .............................................................................................................. 44

5.8 Registration Status .................................................................................................................. 45

Document Revision History ......................................................................................................................... 46


1. Overview This manual is intended to provide a detailed description of the functions available through the

Entity Portal of the Nevada Health Link State Based Exchange (SBE) Platform. “Entity” refers

collectively to the health insurance Navigator or Certified Application Counselor (CACs)

organizations that offer enrollment assistance to Nevada’s Affordable Care Act, Exchange

marketplace consumers. Throughout this document, Navigator/CAC organizations are referred to

as “Entities or Entity.”

The Entity Portal is a complete solution to add/manage Certified Enrollment Counselors (CECs) of

the organization, submit applications and enrollments and perform account maintenance

transactions on behalf of the CECs for the existing consumers, change consumer designation from

one CEC to another within the organization, perform account maintenance for the organization,

and manage organization’s and CEC’s book of business.

PLEASE NOTE: This manual is for Entities who have already completed Nevada Health Link’s user

account registration process for the SBE Platform. For information on gaining access to the SBE

Platform please refer to the https://www.nevadahealthlink.com/entity-cec-on-boarding-guide/.

2. Home Page

The Home Page is the landing page for Entity organization. This section displays the list of CECs

associated with the Entity Organization, allows the Entity to add new CECs, view and search for

CECs associated with the organization, and edit CEC information.

2.1 Add Certified Enrollment Counselor

This section allows the Entity to add CECs for the Entity Organization who will assist and

perform actions on behalf of the consumers.

PLEASE NOTE: The CEC user accounts can be created at any time in the year, but the CECs will

not receive the invitation email to claim their account until the SSHIX Navigator Program

Coordinator has verified their completion of the Training and Certification curriculum and

updated their Certification Status to “Certified.”

2.1.1 Add new Certified Enrollment Counselor

Step-1: Click on the ‘Add Certified Enrollment Counselor’ button on the home page.

https://www.nevadahealthlink.com/entity-cec-on-boarding-guide/


Step-2: Fill out New Enrollment Counselor Form (e.g., “First Name” or “Primary

Phone Number”), enter the Mailing Address, Profile Information (e.g., “Spoken

Languages Supported” or “Written Languages Supported” or “Education”) and click

on the ‘Save’ button.

PLEASE NOTE: The suggested value for “Is this Enrollment Counselor Certified?” field

is “No” (this relates to functionality which has been disabled in the SBE Platform and

will not impact Entity/CEC functionality).


2.2 View and Search for Certified Enrollment Counselors

Step-1: Go to Entity portal ‘Home Page’.


Step-2: Enter CEC’s first name in the ‘Certified Enrollment Counselors first name’ field or last

name in the ‘Certified Enrollment Counselors last name’ field or select CEC activity status

from the ‘Active’ or ‘Inactive’ status or select CEC certification status from the ‘Certification

Status’ drop-down list (e.g., “Pending” or “Certified”) or select a desired date range during

which the CECs certification will be renewed from the ‘Certification Enrollment Counselor

Renewal Date’ section under “Refine Results By” section and click on the ‘Go’ button.


2.3 Edit Certified Enrollment Counselor (CEC) Information

The Edit CEC information section helps the Entity in managing the CEC information, view CEC

profile, and update the CEC activity status.

2.3.1 Add or update Certified Enrollment Counselor information

Step-1: Click on and click on the ‘Edit’ button on the home page.

Step-2: Click on the “Certified Enrollment Counselor Information” section and click on

‘Edit’ button.


Step-3: Enter CEC Information (e.g., “First Name” or “Phone Number”), Mailing

Address and Profile Information (e.g., “Spoken Languages Supported” or “Written

Languages Supported”) and click on the ‘Save’ button.


2.3.2 View Certified Enrollment Counselor profile


Step-2: Click on the “Profile” section and the following screen will display CEC profile

information.


2.3.3 Update Certified Enrollment Counselor activity status


Step-2: Click on the “Status” section and click on ‘Edit’ button.

Step-3: Select a new CEC activity status (e.g., “Active” or “Inactive”) from the ‘New

Status’ drop down list and provide comments in the ‘Comment’ section, and click on

the ‘Save’ button.

PLEASE NOTE: The CEC must be in “Active” activity status in order to appear in the

“Find Local Assistance” directory tool and appear in the CEC search list while the

Entity is changing consumer delegation from one CEC to another CEC within the

Entity Organization.


3. Certified Enrollment Counselors

3.1 Manage Enrollment Counselors

For detailed information on Manage Enrollment Counselors please refer to Section 2.

4. Delegations

4.1 Pending Delegation Requests (New Designation Request)

The Pending Delegation Requests section displays a list of pending consumer designation

requests for a CEC associated with the Entity Organization. The Entity has an option to accept

or decline an individual’s designation request on behalf of the CEC. If the request is accepted,

then the individual will move to the Active Consumers section. If the request is declined the

consumer will automatically move to the Inactive consumers section. The Entity can view and

search for the list of pending consumer designation requests filtered by Consumer Name, CEC

name, and request received date range.


4.1.1 View and search for pending delegation requests

Step-1: Click on the ‘Delegations’ tab and select ‘Pending Delegation Requests’.

Step-2: Enter consumer’s name in the ‘Consumer Name’ field or CEC name in the

‘Enrollment Counselor Name’ field or enter the desired date range during which an

individual delegation request was received in the ‘Received On’ section under the

“Refine Results By” section and click on the ‘Go’ button.

4.1.2 Accept or decline individual delegation request

Step-1: Click on the ‘Delegations’ tab and select ‘Pending Delegation Requests’.


Step-2: Click on and click on ‘Accept’ to accept an individual’s delegation request

or click on ‘Decline’ to decline the request.

4.2 Active Consumers (Existing Designations)

The Active Consumers section displays a complete list of consumer designations to the CECs.

The consumers list displays their name, date since their designation is active, designated CEC

name, eligibility status, application status, and an action button that assists an Entity in

performing actions on an individual account on behalf of the designated CEC.

The Active Consumers section helps an Entity to view and search for active individuals list,

transfer consumer delegation from one CEC to another within the Entity Organization, view

individual summary, provide comments on an individual’s profile, and mark an individual as

inactive.

4.2.1 View and search for active designations

Step-1: Click on the ‘Delegations’ tab and select ‘Active Consumers’.

Step-2: Enter consumer’s name in the ‘Consumer Name’ field or CEC name in the

‘Enrollment Counselor Name’ field or select individual eligibility status (e.g.,

“Pending” or “Conditional”) from the ‘Eligibility Status’ drop-down list or select

individual application status (e.g., “Open” or “Submitted”) from the ‘Application

Status’ drop-down list or enter the desired date range since the consumer


designation is active in the ‘Active Since’ section under the “Refine Results By”

section and click on the ‘Go’ button.

4.2.2 Change consumer delegation from one CEC to another CEC

This section helps the Entity in changing a consumer delegation from one Certified

Enrollment Counselor to another within the Entity Organization. This step is performed

when a CEC is no longer associated with the Entity organization.


Step-2: Select checkbox next to a consumer’s name, click on the ‘Change Delegation’

button and select the ‘Change Delegation’.

PLEASE NOTE: The ‘Change Delegation’ button is only activated when the Entity

selects the checkbox next to the consumer’s name.


Step-3: Enter CEC email in the ‘Enrollment Counselor Email’ field or CEC name in the

‘Enrollment Counselor Name’ or select primary site address from the ‘Primary Site’

drop-down list and click on the ‘Search’ button.

PLEASE NOTE: Only the CECs with “Active” activity status will appear in the CEC

search list.


If the Entity wants to see all the active CECs present in the Entity organization, just

click on the ‘Search’ button.

Step-4: Scroll down and select a CEC that the Entity wants to change the designation

using a radio button and click on the ‘Re-assign’ button.

4.2.3 Change multiple consumer delegations from one CEC to another CEC


Step-2: Select the main checkbox next to the ‘Consumer Name’ title, click on the

‘Change Delegation’ button and select ‘Change Delegation’.

PLEASE NOTE: The ‘Change Delegation’ button is only activated when the Entity

selects the checkbox next to the ‘Consumer Name’ title.


Step-3: Enter CEC email in the ‘Enrollment Counselor Email’ field or CEC name in the

‘Enrollment Counselor Name’ or select primary site address from the ‘Primary Site’

drop-down list and click on the ‘Search’ button.

PLEASE NOTE: Only the CECs with “Active” activity status will appear in the CEC

search list.

If the Entity wants to see all the active CECs present in the Entity organization, just

click on the ‘Search’ button.


Step-4: Scroll down and select a CEC that the Entity wants to change the designation

using a radio button and click on the ‘Re-assign’ button.

4.2.4 Perform actions on consumer profile

The Entities can perform actions on consumer accounts which includes view consumer

summary, provide comments on a consumer’s profile, resend activation email to a

consumer and mark an individual as inactive.

4.2.4.1 View individual summary



Step-2: Click on the button and click on ‘Details’.

Step-3: Go to “Summary” section and the following screen will display

Individual summary.

4.2.4.2 Provide comments on individual profile




Step-3: Go to “Comments” section and click on the ‘Add Comments’ button.


Step-4: Provide comments in the text area and click on the ‘Post Comment’

button.

Step-5 (Another way): Perform Step-1 and Step-2 from Section 4.2.4.2 and

click on ‘New Comment’ under the “Actions” section.

Step-6 (Another way): A pop-up screen will appear. Enter comments in the

text area and click on the ‘Save’ button.


4.2.4.3 Update comments on individual profile



Step-3: Go to “Comments” section and click on the button.


Step-4: Enter the updated comment in the text area and click on the

‘Update Comment’ button.

4.2.4.4 Delete a comment on individual profile




Step-3: Go to “Comments” section and click on the button.

Step-4: Step-4: A pop-up box will appear. Click on ‘Delete’ to delete the

comment or click on ‘Cancel’ to cancel this process.

4.2.5 Mark an individual as inactive

PLEASE NOTE: This action cannot be undone. If an individual is marked as inactive, then

it will terminate the existing relationship between the CEC and Consumer. The marked

inactive individual will be listed in the “Inactive Consumers” section. For detailed

information on how a consumer designates a CEC, please visit

https://www.nevadahealthlink.com/consumer-transition/ and refer to the Application

and Enrollment Guide.


https://www.nevadahealthlink.com/consumer-transition/


Step-2: Click on the button and click on ‘Mark as Inactive’.

Step-3: A pop-up screen will appear. Click on ‘Confirm’ to inactive current individual

account and click on ‘Cancel’ to cancel the process.

PLEASE NOTE: If you mark an individual account as Inactive then you will no longer

have access to their account. The individual has to send you another delegation

request before you to perform actions on behalf of them.


4.3 Inactive Consumers (Undesignated Consumers)

The Inactive Consumers section displays the list of individuals whose delegation request has

been declined or are marked as inactive by their Entity organization or CEC, or the individual

has de-designated the CEC. The Entity can view and search for the list of inactive individuals

filtered by Consumer Name, Enrollment Counselor Name, and an Inactive date range.

4.3.1 View and search for inactive consumers

Step-1: Click on the ‘Delegations’ tab and select ‘Inactive Consumers’.

Step-2: Enter individual’s first name in the ‘Consumer Name’ field or CEC name in the

‘Enrollment Counselor Name’ field or enter the desired date range since an individual

designation has been inactive in the ‘Inactive Since’ section under the “Refine Results

By” section and click on the ‘Go’ button.


5. Account

The Account section provides all the Entity organization information that we entered while creating an

Entity account. This section allows the Entity to update the Entity information, Populations served,

Location and hours, Contact information, add and update Certified Enrollment Counselor, and view

current Entity organization registration status.

5.1 Entity Information

5.1.1 Edit entity information

Step-1: Click on the ‘Account’ tab and select ‘Entity Information’.

Step-2: Go to “Entity Information” section and click on the ‘Edit’ button.


Step-3: Edit Entity information (e.g., “Entity Name” or “Primary Phone Number” or

“State Tax ID” number) and click on the ‘Save’ button.

PLEASE NOTE: Many of the options on this screen, including information related to

grant funding, relate to functions that SSHIX has chosen not enable on the SBE

Platform. For the options here we have provided suggested values like for Entity Type

is “In-person Assistance”, Organization Type is “Private Partnership”, and Did your

organization receive an Outreach and Education Grant? is “No”.

5.2 Populations Served

5.2.1 Edit populations served information

Step-1: Click on the ‘Account’ tab and select ‘Populations Served’.


Step-2: Click on the ‘Edit’ button.

Step-3: Update languages (e.g., “English” or “Spanish”), Ethnicities (e.g., “African” or

“Chinese”), and Industries (e.g., “Health Care” or “Agriculture”) information of the

populations you intend to serve, enter an estimated percentage of assistance

provided in each section, and click on the ‘Save’ button.

If your Entity organization does not target specific Ethnicities or Industries you can

choose “Other,” type in a value of “All,” and mark “100” in the “Estimated Percent”

columns.

PLEASE NOTE: The total “Estimated Percent” value in each section must add up to

100%.


5.3 Location and Hours

5.3.1 Edit Primary Site information

Step-1: Click on the ‘Account’ tab and select ‘Locations and Hours’.

Step-2: Click on the Entity organization’s primary site name.



Step-4: Update primary site information including Hours of Operation, Mailing

Address, Physical Address, and written and spoken languages supported, then click


PLEASE NOTE: If you do not enter the Physical Address then the “Find Local

Assistance” directory tool will not be able to provide geographic search results (i.e.

by Zip code and distance) for your location.


5.3.2 Edit Sub-Site information



Step-2: Click on the Entity organization’s sub-site name.



Step-4: Update sub-site information including Hours of Operation, Mailing Address,

Physical Address, and written and spoken languages supported, then click on the

‘Save Sub-Site’ button.


5.3.3 Add sub-site information



Step-2: Click on the ‘Add Sub-Site’ button.

Step-3: Enter sub-site information including Hours of Operation, Mailing Address,

Physical Address, and written and spoken languages supported, then click on the

‘Save Site’ button.


5.4 Contact Information

5.4.1 Add or update primary contact and financial contact information


Step-1: Click on the ‘Account’ tab and select ‘Contact Information’.


Step-3: Enter Primary Contact information and Financial Contact information and

click on the ‘Save’ button.

PLEASE NOTE: The Primary Contact and Financial Contact can be the same person.


5.5 Enrollment Counselors

5.5.1 Add Certified Enrollment Counselors

PLEASE NOTE: The CEC user accounts can be created at any time in the year, but the

CECs won’t receive the invitation email to claim their account until the SSHIX Navigator

Program Coordinator has verified their completion of the Training and Certification

curriculum and updated their Certification Status to “Certified.”

Step-1: Click on the ‘Account’ tab and select ‘Enrollment Counselors’.


Step-2: Click on the ‘Add Certified Enrollment Counselor’ button.

Step-3: Fill out New Enrollment Counselor Form (for e.g., “First Name” or “Primary

Phone Number”), enter the Mailing Address, Profile Information (For e.g., “Spoken

Languages Supported” or “Written Languages Supported” or “Education”) and click






5.5.2 Add or update Certified Enrollment Counselors information

Step-1: Click on the ‘Account’ tab and select ‘Enrollment Counselors’.


Step-2: Click on the button and click on ‘Edit’.

Step-3: Enter CEC information in the New Enrollment Counselor Form (for e.g., “First

Name” or “Primary Phone Number”), enter the Mailing Address, Profile Information

(For e.g., “Spoken Languages Supported” or “Written Languages Supported” or

“Education”) and click on the ‘Save’ button.





5.6 Document Upload

PLEASE NOTE: This section can be ignored; SSHIX does not require any documents to be

uploaded by Entity organizations.

5.7 Payment Information

PLEASE NOTE: This section can be ignored; SSHIX does not use the SBE Platform to administer

grant payments. Please choose a value of “No”.


5.8 Registration Status

The Registration Status section provides a read-only listing to Entity organization’s registration

status and registration history.

There are two possible Registration Statuses for the Entity organizations, which are described

below:

Pending

The Pending registration status is the default status assigned to a new Entity organization

whose account has been created on the Nevada Health Link platform and the Entity

administrator is reviewing their information.

Active

The Active registration status is assigned once the Entity administrator has reviewed and

verified the Entity organization information. The Entity account must be in “Active” status in

order for the organization’s individual CECs to be eligible for inclusion in the “Find Local

Assistance” directory tool and to gain full-access to the Entity portal.

Step-1: Click on the ‘Account’ tab and select ‘Registration Status’.

Step-2: The following screen displays the Registration Status for the Entity Organization.


Document Revision History

Version Issue Date Changes Drafted Approved

1.0 10/31/2019 Initial Release Vinit Yagnik Heather Korbulic

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